Write letters works fast eMail- and social mediaa-Zeialter old-fashioned at first tip: But who good forms can, in practice, write his way to professional success. 10 steps.
- Why are letters useful?
- eMail vs. letter
- What makes good letters
- Step 1: What type of letter?
- Step 2: Answer the principle questions
- Step 3: Write the address field
- Step 4: Write a concise subject line
- Step 5: Formulate a suitable salutation
- Step 6: Formulate a gripping entry
- Step 7: Formulate a convincing middle section
- Step 8: Formulate a goal-oriented conclusion
- Step 9: Formulate an adequate greeting formula and an appropriate PS line
- Step 10: Correct the letter
- The following checklist helps you eliminate errors:
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Why are letters useful?
Who visites Career wants to do has to convince with more than specialist knowledge. Above all, polite manners, professional work techniques and a modern style of communication are basic requirements for Job to advance. Because professionalism and a high level of communication skills are very popular with superiors and customers – especially in the course of fast-paced digitization.
No wonder the ability to write good letters is one of the underestimated success factors, because they act archaic only at first glance. On closer inspection, it is precisely these skills that make successfully.
eMail vs. letter
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Even if eMails are an ever-increasing proportion of correspondence, they have not been able to completely oust the classic letter. On the contrary: (Individual) letters have a larger one today Significance as previously.
Because the recipients usually know that these cause a greater effort and thus a higher Esteem express for the addressee. So if you want to make a special career impression on someone, you can't beat letters.
What makes good letters
First, a few general remarks that apply almost without exception to all types of letters: The word letter comes from the Latin breve / brevis, and that means “short”. Therefore, keep in mind that business correspondence should always provide precise and factual information - do without extensive explanations and get straight to the point.
But do not say too close, because otherwise your letter sounds too much like a telegram or it could possibly be lost essential content or misunderstood.
Follow the “golden letter rule”: A letter should not be longer than one page. If you ever have more content to accommodate, then it's best to store it in facilities out of. However, you should not include more than three attachments with your letter.
Step 1: What type of letter?
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Clarify what type of letter it is and which one Objective You want to achieve. Consider it:
- Do you want to inform with your letter and end the communication (for example with information about “Pishing”)
- or do you want to advertise something (for example for the “world champion bond”)
- or do you want to enable further communication, for example, that the customer comes to the store?
Step 2: Answer the principle questions
Before you start, answer the following questions in the next step:
- Is a letter the most appropriate format? Would a call or a personal conversation be more appropriate?
- How can I give my reader a benefit?
- What do readers want to know? What interests them?
- Who is / are the recipient (s)?
- Who should sign the letter?
Step 3: Write the address field
- Never leave mister / wife away.
- The word “On” in the first line is out of date and should not be used.
- The abbreviations “c / o”, “i. H." and Z. Hd. ” are no longer common.
- Always write the recipient's first name.
- If you want only the addressee and no one else to open your letter, first state the name of the recipient and in the line below the name of the company. You can also add “Personal / Confidential” in the note zone.
- Write the date either numerically (“2010-03-28”) or alphanumerically (“March 28, 2010”).
- The indication of the place is no longer up-to-date.
- Observe the specifications of the DIN 5008: 2005.
Step 4: Write a concise subject line
Formulate it actively (with a verb). Where appropriate, you can Ask use. Your subject line should not be longer than one line.
Use short words. “Subject” as the key word is no longer common. A subject line has no end point and should not be underlined.
Step 5: Formulate a suitable salutation
The salutation (and the greeting) shape the relationship with the letter partner. If you are unsure, choose conservative variants. After the salutation, there is a comma, afterwards it is written in small letters. Do not use abbreviations for titles, but the long form (ie: “Professor”Or“ director ”. Exception: “Dr.”); "Mister/Ms.” can be omitted, and the name can also be omitted.
If there are several academic degrees, only the highest is mentioned. If an official or professional title is used, the name is omitted (ie: “Dear Mayor”). If you write to several recipients, please note the following: The hierarchy is above gender - so name the manager first, then the employee.
The use of the term “married couple” in the address and form of address is out of date, as is “Jürgen Engelhardt and Frau”. It is correct: “Dear Engelhardt, Dear Engelhardt.”
Step 6: Formulate a gripping entry
Similar to the subject line, the introduction fulfills various requirements Features. On the one hand, it should arouse the interest of the reader and, on the other hand, name the topic and establish the key. Ideally, you address and engage the reader with the first sentence. So attach great importance to the first sentence and do not write from the I or wePerspektive, but address the reader directly.
The first sentence should always be short. Use short, known words. First, call the acquaintance, then the new. Anyone who communicates something known makes it easier for the reader to understand the following statements; the general and the familiar provide the framework in which the particular and the new can be classified.
Name the simple first, then the difficult or complicated; first the concrete, then the abstract. Explain that first Problem, then Solution.
Step 7: Formulate a convincing middle section
State your arguments in the communication. Pay attention to a “dramaturgical structure” - that means:
Start with the weakest argument and increase then. Never make an argument without then proving it and providing examples.
Step 8: Formulate a goal-oriented conclusion
The final sentence is also special I aufmerksam had read. So be careful what you write here. Do without empty phrases (“If you have any questions, we are always available by phone”) and long-winded chants. Instead, use questions that prompt the recipient to take action, such as:
- "Could we help you with this information?"
- "Do you agree with this suggestion?"
- "What questions do you have now?"
- "Do we want to make a phone call next week?"
- "When do you want to get started?"
- "Have we met your expectations?"
- "What else can I do for you?"
- "Are you satisfied with this suggestion?"
Step 9: Formulate an adequate greeting formula and an appropriate PS line
The greeting, like the salutation, shapes the relationship with the correspondent. If you are unsure, it is better to choose the conservative variant. By the way, DIN 5008 recommends “Best regards”. "Best regards" is considered light outdated.
There are also some formalities that you should take into consideration in the greeting formula:
- According to the greeting formula, there is neither a comma nor a point, nor an exclamation mark.
- If more than one person signs, the higher ranking places his signature on the left.
- You should write any attachment or distribution notes, separated by a blank line, under the name of the signers or to the right of the greeting part.
- The attachments should already be mentioned in the letter text and can be (again) listed exactly.
The PS line is read very carefully.
Nevertheless, many letter writers do not use the PS line! Do it better: use the PS line for important additional information. However, do not write more than two lines. “PS” as an intent is out of date.
Formulations such as “By the way:…”, “Something else:…”, “Please note:…”, “Last but not least:…” or “Remember:…” are better and more modern.
Step 10: Correct the letter
In the last step, read your completed letter carefully - not only on the PC screen, but also printed out. In this way, you are likely to discover errors that you would otherwise have missed.
It is best to read the letter (half) aloud. Leave (important) letters at least one day to get clearance, and let it be read by uninvolved third parties.
The following checklist helps you eliminate errors:
- Is the address correct?
- Do the address and the name match the salutation?
- Is the text correct in content?
- Is the text formally correct?
- Is the text orthographically correct?
- Have the superiors released the text?
- Are affected employees in the house informed?
- Are all attachments included?
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